Creating an event calendar can be a daunting task, especially for beginners who don’t know where to start.
However, a well-written event agenda is one of the most important factors for the success of an event. It will help to keep your resource usage on track, especially in event logistics. On the other hand, it can also help event planners to ensure an optimal visitor experience.
So, how can you do this?
Here in this article we will discuss everything you need to know to create an attractive calendar of events.

Calendar of events: what is included

The key to creating a perfect event agenda is to find the right balance between informative and engaging. It should not overwhelm participants and team members with too many unnecessary details.

In general, make sure that you provide only the information that adds value to the participant’s experience, and nothing more.

Remember that you can visit their website or their social profiles if you need more information. So you don’t have to put too much information on the agenda and make it too messy.

When planning an event agenda, it is important to consider the diversity between different activities to keep participants engaged throughout the schedule. Therefore, the agenda of the event should consist of several types of activities.

1. Details of the event at the highest level: name, date, location

It goes without saying; make sure that the name and date of your event are clearly visible in the event program.

  • If this is a personal event, indicate the name and address of the venue.
  • If this is a virtual event, clearly communicate this fact in the event program. Add a QR code or other means that participants can use to join the virtual event platform.

Normally, this information should have the largest font and be highlighted on the title page (if the program has several pages).)

2. Business

At the very least, you should inform your visitors about the company/organizer behind the event and include your company’s website and social profiles. Depending on the type of event you are organizing and the space available in the program, you can add your company’s vision of the event, goals and other relevant information.

3. Photos and pictures

It’s no secret that pictures speak much louder than words, and with the limited space that you have in the event program, you need to carefully choose the photos and pictures that you want to insert.

Make sure that the photos, images and infographics that you insert are of high quality, attractive and well suited to the theme and overall aesthetics of your event. With the fact that photos and pictures play a huge role in determining the overall sound of your event, you should pay special attention to this department of imaging.

4. Calendar of events

Depending on how much space is available in the event program, you can shorten the entire schedule of your event or just a shortened version of it.

In any matter, make sure that the calendar of events is polished and attractive, and structure it well by day (if it is a multi-day event), session and time. Make sure it’s easy to understand and appealing to your audience.

This should be the most important part of your event schedule, so make sure you invest enough time and resources to brush up on this part.

5. Description of sessions and activities

Depending on the available space, you can add a brief description of each activity/session at the event, including breakout sessions. The purpose of this section is to help your participants choose the activity they want to participate in and set their expectations for each activity they want to participate in.

6. Map of your location

This is not a must in your event program, and if there is little space for a card in your program or you are hosting a virtual event, you can definitely skip it.

However, if your event spans multiple rooms in the venue, adding a map to your event program can be a nice addition. Of course, you still have to put printed cards in different parts of the venue, but this card in the event program can provide your visitors with more convenience, knowing that they can access the card at any time.

Make sure the map is easy to understand and well designed, and you can label or color code the different rooms as needed.

7. Sponsors, VIPs and important partners

If you still have space in the layout of your program, you can add logos of your sponsors and partners, as well as mention the VIPs who will attend the event.

8. Contact

Add an emergency number to the event program, as well as other relevant contact information. This way, your visitors can easily access this contact information in matter of emergency, including unexpected accidents and medical emergencies during the event.

9. FAQs (Frequently Asked QUESTIONS)

Another optional area that you can add if you still have space and that can relieve your event staff. By including an FAQ section, you can avoid wasting valuable time answering repetitive questions.

Consider adding a FAQ section if your event is relatively complex, especially if you received a lot of questions during registration. If you decide to add an FAQ section, only add questions that will help your visitors during your presence to make sure that this section is relevant.

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